Volunteer training

Purpose of Best Night Ever

The PURPOSE of Best Night Ever is to create an unforgettable experience centered on God’s love for people with special needs, ages 14 & older.
We also get the chance to celebrate and love on their selfless caregivers and parents, too!
We will celebrate the value of life.

This year we’ve moved away from throwing a prom because many other organizations in the community are providing that experience for our guests. We wanted to do something different, so we’re throwing a carnival!

Guest Activities

  • Parking Lot Assistance
  • Butler Escorts
  • Red Carpet
  • Food
  • Desserts
  • Dancing
  • Foam Party
  • Photo Booth
  • Rides
  • Petting Zoo
  • Games
  • Videography and Photography of the Event
  • VIP Room (for Caregivers)
  • Gifts

Volunteer Expectations

  • Park in either grass lot to the side of the main campus.
  • Expect to be ready and on campus from 5:30-10pm.
  • Arrive by the time your team leader specifies. 
    • Volunteer Check-In will begin at 5pm.
  • Check-In, Eat, and be in place by 6pm. 
  • If and when you finish your responsibilities, we invite you to join us for the event.
    • If you are on a team, but are also willing to be a Buddy, we’ll pull you for that job when we need you. If that's you, please let your team leader know!
  • The event ends at 9:30pm, however, Buddies MUST remain with their guest until they have been reunited with their caregiver.
    • You may be asked by your team leader to clean up your area once your responsibilities are completed.

Event Map

Please study the Event Map and be familiar with the different areas.

What to Wear

  • Casual clothes! 
  • You CAN wear shorts, jeans, ball caps, etc…all the things we said you couldn’t wear in previous years!
  • Check the weather and dress appropriately.
  • We do ask that you dress conservatively.
    • Examples: If you wear leggings, wear a top that covers your bottom, no low cut tops, etc.
    • Make sure that if you bend down, nothing falls out or is showing that you don’t want showing!
  • Wear comfortable shoes! You will be standing on concrete all night.
  • A towel (and maybe) a change of clothes are recommended if you are a Buddy and plan on taking part in the foam dance party at the conclusion of the night!

Guest Interactions

Use People First Language:
  • The person isn’t their disability…
    • Instead of “a disabled person,” say “a person with disabilities.”
    • Instead of “a special needs person,” say “a person with special needs.”
    • Instead of “an autistic person,” say “a person with autism.”
  • Avoid offensive terms…the best practice is to treat all guests as “kings” and “queens.”

Communication Tips:
  • Address our guests as you would any other person.
  • Offer assistance if a guest seems to be having difficulty, however, wait until it’s accepted before you help.
  • It’s acceptable to offer a handshake even if they have limited hand mobility.
  • Do not alter your voice, however, do speak clearly and listen well.
  • Please remember that some guests may need more time to process what’s being said.
  • If an interpreter is present, speak directly to the guest, not the interpreter.

Read Body Language:
  • A blank facial expression doesn’t mean the guest isn't enjoying the night. They could be focusing on something.
  • A guest might not be comfortable with eye contact…just follow their lead.
  • Some guests might not like to be touched or want a larger personal space bubble. Again, just follow their lead. If they lean away from you, give them more space.

Etiquette:
  • Walkers
    • Don’t pull on anyone’s walker.
    • Stand on the side you don’t want them walking towards.
  • Wheelchair
    • Go through doorways backwards to avoid jarring the guest as you go over the threshold.
    • Do not lean on anyone’s wheelchair.
  • If the guest you are assisting has a visual disability, make sure you identify yourself.

Above all, be patient, compassionate, kind, thoughtful, helpful, and respectful.

Dealing with Difficult Situations

  • If your guest is overstimulated (yelling, screaming, crying, extreme fidgeting, fearful looks, or aggressive behavior) or you are uncomfortable in a situation, find a Buddy Assistance volunteer stationed throughout the event. (Buddy Assistance volunteers will be wearing lanyards labeled as such.)
  • If you can’t find a Buddy Assistance volunteer, find a team leader - we will have radios.
  • If the behavior continues, text their caregiver and take the guest to a quiet area (atrium).
  • Maintain composure and speak kindly.
  • Never go off alone with a guest or leave a guest alone.

Best Practices

  • Please ask the caregiver before posting any photos or videos of guests to your social media accounts.
  • Please refrain from contacting the guests before or after the event unless you receive permission from the guest or caregiver.

Safety & Emergency Protocols

  • EMS and Public Safety will be onsite.
  • If there is an emergency, immediately notify a team leader and the guest’s caregiver.
  • Do NOT leave your guest alone!
  • Evacuation Procedure (exit the nearest door, rally point is at the back, left-hand corner of the parking lot beside the food trucks).